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How to Run a Report

Rachael Norris
Rachael Norris
  • Updated

This article will walk you through where to find Reports and how to run them. We’ll also cover how to export the data in your reports into different formats.

Before reading this article, make sure you are familiar with:

 

How to Run a Report

You can access nearly all of your Custom and Standard Reports in Insights & Mailings > Reports > Reports Explorer.

TIP: You can also run selected Reports from the Sales Interface and the Opportunities Interface.

To run a Report, find it using The Report Explorer. If you’re not sure which report you need, take a look at the Guide to Standard Reports in Spektrix.

  • Choose the Report you want from the list of Reports 
  • Click the + button next to your chosen Report

Plus button.PNG

  • A list of available Criteria Sets will expand. A blue toolbox will display next to Standard Criteria Sets.

Event Sales Report Summary.PNG

REMINDER: To learn more about how to use Criteria Sets to filter your data and for guidance on how to create your own custom Criteria Sets, read our article on Criteria Sets.

  • Click the green play icon next to your chosen Criteria Set to run the Report.

green play button.png

  • Depending on the particular Criteria Set chosen, you may be required to set some parameters (Event name, date range, etc).
  • Click Run as PDF or if you prefer a different format, select the drop down next to the Run as PDF button to select your preferred file type.

Run as PDF.PNG

  • Your Report will appear in a yellow bar in the top right hand corner of your screen. While it’s running it is possible to run other reports without impacting the performance of your system or the run time for the first report.
  • Once your report has run, open your Report from the downloads bar or your downloads folder.

Watch this video to see how to run a Report from start to finish.

 

Export File Formats

You can output Reports in different formats.

REMINDER: Only Standard Reports and Custom Reports that we have built with templates can be exported as PDF or formatted Excel.

 

Run as PDF Will output the Report as a PDF document, which can’t be edited.
Run as Excel Outputs the Report in an Excel spreadsheet using the template of the PDF document. This is useful if you want to do calculations in Excel that aren’t included in the Report.
Run as CSV and Run as Excel (unformatted.xls) Will output the report’s basic data, which you can open in Excel and run your own calculations or apply your own formatting.
Run as Raw (XML) Can be used if you want to use the data in another application.

REMINDER: Frequently running the same Reports? You can set up Report Schedules to be emailed to or accessed by contacts both inside and outside of your organisation. For more information, see our Report Schedules article.

 

Reporting from the Sales Interface

There are three places where you can run reports in the Sales Interface. There are two in the Events tab (within the Event Search and a specific Event Instance) and the third is in the Other > Reports tab.

 

Reporting in Events

From the Event Search page you can click on the Reports drop down at the bottom left of the page to run the:

  • Sales Report

Running the Sales Report from the Sales Interface will provide an Event Sales Report (Summary).

  • Sales Conflicts Report

Reports in the Sales Interface.PNG

From the Seating Plan of any Instance you will also see a Reports drop down, here you can run the:

 

Seating Plan Reports.PNG

Reports running from the Seating Plan will only report on the Event Instance selected. From the Event Search, the Report will run against all Events selected.

To run the Report…

  • Select the Report you wish to run from the drop down list. 
  • The Report will automatically run and appear in the top right hand corner of your screen.
  • Download and open the file.

 

Other > Reports

You can add Reports into the Sales Interface to be run by users in your organisation who do not have access to Insights and Mailings. 

You can find these Reports in the Sales Interface by going to Other > Reports.

By default this section is blank, but you can make Reports available in the Sales Interface to display them here. To add a Standard Report into the Sales Interface, you will need to create a copy. You can add in as many reports as you like, and each one will show up with the same Criteria Sets as if you were running it in Insights & Mailings.

Other Reports.PNG

If a report has more than one criteria set, the Run button will have a drop-down menu where you can choose which criteria set to use.

Reporting from Sales Other Criteria Sets.PNG

To run the Report…

  • Select the Run button and choose a Criteria Set.
  • The Report will automatically run and appear in the top right hand corner of your screen.
  • Download and open the file.

 

Reporting from the Opportunities Interface

In the Opportunities Interface under Reports you will see All Reports. This will show only Reports that are Opportunities Interface Report Types.

To run a Report from the Opportunities Interface…

  • Select the + icon to expand and show the list of available Criteria Sets.
  • Select the green play icon next to your chosen Criteria Set.

Opportunities Interface.PNG

 

Further Reading

To continue learning about Reporting, why not check out the following articles:

You can find more articles on running and configuring Reports in the Reporting section of the Support Centre.